Meeting Agenda/Notes - January 19, 2018

Attachment in pdf

Agenda
January 19, 2018 Communications Committee Meeting Agenda
Panorama Village Administrative Center
Meeting Room A - 12:30 p.m.       
240 Villa Crest Drive
State College, PA  16801

I.        CALL TO ORDER

II.       FACILITIES

III.      COMMUNICATIONS DEPARTMENT BRIEF UPDATE
               A. Annual Report Outline (attachment III-A)
               B. Website and Social Media Update

IV.       BOARD-COMMUNITY ENGAGEMENT

V.        PUBLIC COMMENT

VI.       FUTURE AGENDA PLANNING

VII.      ADJOURNMENT

NOTES

January 19, 2017 Communications Committee Meeting Notes                   
Panorama Village Administrative Center                                     
Meeting Room A - 12:30          
240 Villa Crest Drive
State College, PA  16801

I.        CALL TO ORDER
Mr. Leous called the Board Communications Committee Meeting to order at 12:35 a.m.

Present:  Committee Members: Lori Bedell, Amber Concepcion, Jim Leous, Laurel Zydney
Others: Amy Bader, Randy Brown, Mary Jenn Dorman, Dan Duffy, Nabil Mark, Robert O’Donnell (arrived 12:43 p.m.), Chris Rosenblum

A copy of all materials distributed to committee members for discussion is included with the official notes, unless otherwise indicated.

II.       FACILITIES
Mr. Brown noted that Mr. Mark and Mr. Rosenblum received great reviews on the High School Opening Day video. Mr. Mark shared there have been 30,000 views on FaceBook alone with an additional 6,000 on YouTube. The prior largest number was 19,000 views.

Moving forward, Mr. Brown explained that in March, the Cafe, Cafeteria and two Large Group Instruction Areas (LGI) would be open. He spoke on having tours and/or an open house once we have the OK to do so. The elementary projects are going well and we will see a lot of movement there. A groundbreaking ceremony new date has not yet been discussed. Mr. Brown noted there has been a heat breakdown in the High School Administrative Offices, some temporary heat has been brought in, and it will be fixed by mid- to end of next week. This will be no cost and people can be reassured we are working on things. He spoke on the HVAC System being OK’d, and it is more work than just taking the ceiling down.  Dr. Bader noted that traffic is very difficult at the High School. Mr. Brown explained the traffic pattern has not yet changed.

New date for the Elementary Groundbreakings - We could still do what we were planning but in April with students, parents and all others invited to attend. The publicity was very good, and would like students to be involved. Committee member asked if students could take pictures, keep track of the elementary school process and be involved, and Dr. O’Donnell noted that would be up to the Principal. It could be a way for people to stay interested.

III.      COMMUNICATIONS DEPARTMENT BRIEF UPDATE
Annual Report Outline
Mr. Rosenblum provided an outline for the Annual Report and noted it was close to being completed. The report is 16-pages, would like to have fine-tuned by the end of next week and supply a rough draft to board members, which follows the outline. Looking at the outline, once the draft is completed, board members could add to the list of what he already has. The committee discussed: places for the annual report to be available (grocery stores, various offices, etc.), how to advertise and announce, define what it is, timeliness for the community, using the school year or calendar year, the budget being the school year, and a target for when it should be released. For next year, this should go out prior to winter break, closer to the year you are writing about, possibly post Thanksgiving. Could use uniformity and plug in new information, which could work well with the first couple pages being pretty standard. It was suggested that the design be unique from the Education Foundation, a distinctive look, since it is a different document. Mr. Mark noted what has been done since he started here and this design could be one to continue using. Suggestions were made for placements, having a web version that is interactive, would like to see what we believe in, the whole child approach, see it evidenced not just the very high and very low; highlight special stories; recognition of awards but also do more, and the possibility of renaming. Three main things for next year: 1) Appearance, 2)Timing and 3)Discuss Different Name.

Website and Social Media Update
Mr. Mark noted the High School “movie” has the popularity of videos. In the time he has been here, numbers keep increasing, more is streamed out of the office, and he does constant stream of communications. The numbers of engagement are going up. Committee members shared people have talked to them about the High School video, Mr. Jones did a great job, the editorial in the CDT was very complementary, and Dr. O’Donnell added this was the senior senate’s idea. Committee member felt engaging was not happening with content on District pages, not responding to questions about tours, and questioned if we were doing constant content push out or are we going to engage? Thought we were engaging, other organizations are acting on theirs and having threads, and this is a reasonable expectation. Mr. Mark does check regularly, responds and engages. If a board member sees something, please let him know. The more eyes monitoring, leads to working as a community.

IV.       BOARD-COMMUNITY ENGAGEMENT
Mr. Leous spoke on Dr. Tapia and Dr. Moore’s presentation and noted they were very complimentary of the SCASD parent pages. Ms. Concepcion discussed a Board FaceBook Account for community to engage on Board information, updates, etc. Meeting agendas could be place on there and they could follow the stream as people comment. Ms. Concepcion offered to manage and respond in a neutral way, board member(s) could share an opinion by email, or there could be a standard response. Anything inappropriate written would be deleted. It would need to be spelled out what will and will not be appropriate. It needs to be clear that it is not the Board position but the response of one. Have only one administrator and others can make comments, with the rules at the top of the page. Mr. Mark spoke on several levels of filters, the Board is a Legal Entity, and 240 Villa Crest Drive would be the address used. A concern with setting up a FaceBook page is that it needs to be a steady stream. Is there enough content? He spoke on another option, Blog on the website. It was noted they would have to advise people of the change and people do not want to leave their platforms. A Blog is not the same as FaceBook; it really needs to be FaceBook. Mr. Brown noted staying neutral is very important, and having on the website is different. Having only the president respond or should the responder be rotated, there could be board members that do not want to respond.

V.        PUBLIC COMMENT
There was no public comment.
Ms. Bedell left the meeting at 2:03p.m.

VI.       FUTURE AGENDA PLANNING
Mr. Leous will work with Ms. Dorman to schedule meetings for Communications Committee.
Dr. O’Donnell, with others, will refine Inclusive Excellence and Diversity Job Description. Board member noted most practical to respond for FaceBook Page is Dr. Bader and Ms. Concepcion.

VII.      ADJOURNMENT
Mr. Leous adjourned the meeting of the Board Communications Committee Meeting at 2:10 p.m.

Submitted by,


Mary Jenn Dorman,
Board Secretary